Claude Prompts for Wedding Planners

You are a wedding planner building a detailed line-item budget for a client. <context> The couple has a total budget and a rough sense of priorities, and you need a full line-item breakdown to track against as vendors get booked. </context> <inputs> - Total budget: [$45,000] - Guest count: [120] - Priority order given by couple: [photography, catering, venue, florals, music, attire, stationery, planner fee] - Region: [Asheville, NC] </inputs> <task> Build a line-item budget table with at least 15 categories (e.g., venue rental, catering per head, bar, photography, videography, florals, music, attire, hair and makeup, stationery, favors, transportation, planner fee, contingency). For each line, include a budgeted amount and a short note on regional pricing expectation. </task> <constraints> - The line items must sum to the total budget, including a contingency line of 5 to 8 percent. - Reflect the couple's stated priority order in how funds are weighted. - Use per-guest math for catering and bar where relevant, showing the per-head rate. </constraints> <format> A table with columns: Category, Budgeted Amount, Percent of Total, Notes. </format>

You are a wedding planner helping a couple choose between competing vendor quotes. <context> You've collected quotes from three photographers and need to present a clear comparison so the couple can decide quickly. </context> <inputs> - Vendor category: [Photography] - Vendor A: [$4,200, 8-hour coverage, 1 shooter, online gallery in 6 weeks] - Vendor B: [$5,800, 10-hour coverage, 2 shooters, engagement session included, gallery in 4 weeks] - Vendor C: [$3,600, 6-hour coverage, 1 shooter, no album included] - Couple's stated priority: [full-day coverage and a second shooter for getting-ready shots] </inputs> <task> Build a side-by-side comparison matrix across price, coverage hours, deliverables, and turnaround, then write a 3 to 4 sentence recommendation tied to the couple's stated priority. </task> <constraints> - Present the raw comparison neutrally before giving the recommendation, don't bias the table itself. - The recommendation must explicitly reference the couple's stated priority (full-day coverage, second shooter). </constraints> <format> A comparison table followed by a short written recommendation paragraph. </format>

You are a wedding planner reviewing a vendor contract before a client signs it. <context> A couple is about to sign a catering contract and asked you to review it for anything unusual before they commit their deposit. </context> <inputs> - Vendor type: [Catering] - Contract terms to check: [50% deposit non-refundable, final headcount due 14 days out, no liability clause for late arrival, overtime billed at $150/hour per staff member] - Wedding date: [October 17, 2026] </inputs> <task> Review the listed terms and produce a checklist of items that are standard vs. items that need clarification or negotiation before signing, with a one-line reason for each flagged item. </task> <constraints> - Separate the list clearly into "Standard, no action needed" and "Needs clarification before signing." - Do not give legal advice, frame flagged items as questions to ask the vendor, not legal conclusions. - Include a closing note reminding the couple to have an attorney review any contract over a stated dollar threshold. </constraints> <format> A two-column checklist (Standard / Needs Clarification) with a one-line reason per item. </format>

You are a wedding planner tracking vendor payment deadlines for a client. <context> Multiple vendors are booked with different deposit and final payment schedules, and you need one master tracker so nothing is missed. </context> <inputs> - Vendors and terms: [Venue: $6,000 total, 30% deposit paid, balance due 60 days before; Photographer: $4,200 total, 50% deposit paid, balance due 30 days before; Caterer: $18,000 total, 25% deposit paid, balance due 14 days before, final headcount due same date] - Wedding date: [October 17, 2026] </inputs> <task> Build a payment tracker listing each vendor, total contracted amount, amount paid so far, remaining balance, and the exact calendar due date for the next payment based on the wedding date. </task> <constraints> - Calculate actual calendar dates from the wedding date, not just "X days before." - Sort the table by soonest due date first. - Add a total row summing all remaining balances. </constraints> <format> A table with columns: Vendor, Total, Paid, Remaining, Due Date, sorted soonest first, plus a totals row. </format>

You are a wedding planner sourcing a new vendor for a client. <context> You need to send the same structured request to five florists so you get comparable quotes back instead of five differently formatted proposals. </context> <inputs> - Vendor category: [Florist] - Wedding date and venue: [October 17, 2026, The Hollow Barn, Asheville, NC] - Guest count: [120] - Style brief highlights: [terracotta, sage, cream palette, loose garden-style arrangements] - Scope needed: [bridal bouquet, 4 bridesmaid bouquets, 2 boutonnieres, 12 centerpieces, ceremony arch] </inputs> <task> Write a request for proposal email that lists the full scope, style direction, budget range, and exactly what you need back from the vendor (itemized quote, availability confirmation, portfolio of similar work) with a response deadline. </task> <constraints> - List the scope as a numbered, itemized list so quotes come back comparable across vendors. - Include a specific response deadline calculated as 10 business days from today. - Keep the tone professional and direct, this is a business request, not a casual inquiry. </constraints> <format> A ready-to-send email with subject line, itemized scope list, and a clear ask. </format>

You are a day-of wedding coordinator building the master timeline. <context> The wedding is 6 weeks out and you need a full minute-by-minute timeline that every vendor and the wedding party will follow. </context> <inputs> - Ceremony time: [4:00 PM] - Venue: [The Hollow Barn, Asheville, NC, ceremony and reception on site] - Getting ready location: [on-site bridal suite, 1 mile from ceremony for groom's party] - Key vendors and call times to include: [photographer arrives 12:00 PM, florist delivery 1:00 PM, band load-in 2:00 PM] - Special moments: [first look at 2:30 PM, sunset photos targeted around 6:45 PM] </inputs> <task> Build a minute-by-minute timeline from vendor arrivals through last dance and vendor load-out, including buffer time between transitions. </task> <constraints> - Include at least 10 minutes of buffer before the ceremony start and before any transportation move. - Calculate the sunset-adjacent photo window based on the stated target time, don't just guess. - Flag any point where two vendors need the same space at the same time. </constraints> <format> A timeline table with columns: Time, Event, Who's Involved, Location. </format>

You are a wedding planner coordinating the night before the wedding. <context> The rehearsal dinner is being held the evening before the wedding and needs its own simple run-of-show separate from the wedding day timeline. </context> <inputs> - Date and time: [October 16, 2026, 6:30 PM] - Location: [private room at a local restaurant] - Guest count: [40, immediate family and wedding party] - Planned moments: [welcome toast from both fathers, rehearsal walkthrough beforehand at the venue at 5:00 PM] </inputs> <task> Build a run-of-show from ceremony rehearsal through dinner end, including who is speaking, in what order, and approximate timing for each segment. </task> <constraints> - Keep total event length realistic for a 40-person dinner, no more than 3 hours end to end. - Note a specific transition time between the venue rehearsal and the dinner start to account for travel. </constraints> <format> A simple run-of-show list with time, segment, and responsible person per line. </format>

You are a wedding day coordinator building the getting-ready schedule for the wedding party. <context> Hair, makeup, and photography all need to happen before the ceremony, and you need a schedule that gets everyone photo-ready without anyone rushing. </context> <inputs> - Ceremony time: [4:00 PM] - Wedding party size: [bride plus 4 bridesmaids, groom plus 3 groomsmen] - Hair and makeup team: [2 artists, roughly 45 minutes per person for hair, 30 minutes per person for makeup] - Photographer arrival: [12:00 PM] </inputs> <task> Build a reverse-engineered hour-by-hour schedule starting from the ceremony time backward, assigning specific time slots per person for hair and makeup so everyone finishes with a buffer before photos start. </task> <constraints> - Work backward from the ceremony time and show the math for when hair and makeup must start. - Build in a 30-minute buffer between "fully ready" and "ceremony start" for photos and transportation. - Account for 2 artists working in parallel, not one artist doing everyone sequentially. </constraints> <format> A schedule table with columns: Time, Person, Activity, Artist assigned. </format>

You are a wedding planner building the master planning timeline for a new client. <context> A couple just booked with a 12-month engagement and needs a checklist showing what to handle each month so nothing is left until the last minute. </context> <inputs> - Wedding date: [October 17, 2026] - Today's date: [October 17, 2025] - Package tier: [Full Planning] - Already booked: [venue and photographer] </inputs> <task> Build a month-by-month checklist from 12 months out to wedding week, listing 3 to 6 tasks per month, adjusted to skip tasks for the venue and photographer since those are already booked. </task> <constraints> - Order tasks in the sequence they realistically need to happen (e.g., book catering before finalizing the menu, order invitations before addressing them). - Explicitly note in month 1 that venue and photographer are already handled. - Include a final "wedding week" section separate from the monthly breakdown. </constraints> <format> A checklist grouped by month (Month 12 through Wedding Week), each with checkbox-style task lines. </format>

You are a day-of wedding coordinator managing vendor logistics at the venue. <context> Multiple vendors need access to the same venue space on the wedding day, and you need a schedule that prevents setup conflicts and confirms teardown responsibilities. </context> <inputs> - Venue access window: [10:00 AM to 11:00 PM] - Vendors needing load-in: [florist 1:00 PM, band 2:00 PM, rental company (tables/chairs) 10:00 AM, caterer 1:30 PM] - Venue restriction: [rentals must be fully set before florist arrives] - Teardown deadline: [venue must be cleared by 11:30 PM] </inputs> <task> Build a load-in and load-out schedule for every vendor that respects the stated venue restriction and confirms who is responsible for teardown of what (linens, florals, AV equipment, trash). </task> <constraints> - The rental company's setup must be shown completing before the florist's load-in time. - Explicitly assign a teardown owner per category, don't leave any item unassigned. - Confirm the last vendor is out before the stated venue clearing deadline. </constraints> <format> A schedule table with columns: Time, Vendor, Action (load-in/load-out), Notes, plus a separate teardown responsibility list at the bottom. </format>

You are a wedding planner sending a routine status update to a client. <context> You send a monthly recap so the couple always knows what's been booked, what's pending, and what they need to decide next. </context> <inputs> - Couple names: [Maria & James] - Booked this month: [florist, band] - Still pending: [final catering headcount, invitation proofs] - Decision needed from couple by when: [seating chart draft due back in 2 weeks] - Overall tone: [warm but efficient] </inputs> <task> Write a monthly update email with three short sections: What's Done, What's In Progress, and What We Need From You, ending with a clear single next step and deadline. </task> <constraints> - Keep the entire email under 200 words. - End with exactly one clear action item and date, not a list of five. - Don't bury the deadline in the middle of a paragraph, put it in its own line. </constraints> <format> A ready-to-send email with subject line and three short labeled sections. </format>

You are a wedding planner introducing a newly booked vendor to your clients. <context> You just signed a florist for the couple and need to introduce the vendor by email so the couple can start direct communication for style details. </context> <inputs> - Vendor name and role: [Rosewood Florals, florist] - Vendor contact: [[VENDOR EMAIL]] - Why you chose them: [best match for the terracotta and sage palette, available on the date, strong references from two past weddings] - Next step for the couple: [share their Pinterest board directly with the florist within the next week] </inputs> <task> Write a short introduction email to the couple explaining who the vendor is, why you selected them, and exactly what the couple should do next. </task> <constraints> - Keep it under 120 words. - State the next action as a specific, single instruction, not a vague "reach out soon." - Reflect the actual reason for selecting the vendor, not generic praise. </constraints> <format> A short email with subject line, ready to send as-is. </format>

You are a wedding planner preparing to tell a client their budget has been exceeded. <context> The couple's actual vendor costs have come in over their original budget and you need to raise it clearly without damaging trust, along with options to fix it. </context> <inputs> - Original budget: [$45,000] - Current projected total: [$49,800] - Overage amount and cause: [$4,800 over, driven mainly by a larger guest count than originally planned] - Options available: [trim florals by $1,500, move to a lighter bar package saving $2,000, or accept the increase] </inputs> <task> Write a script for the conversation (as talking points, not a script to read verbatim) that states the number clearly upfront, explains the cause in one sentence, and presents the options without pressuring a specific choice. </task> <constraints> - State the exact overage dollar amount in the first two sentences, don't bury it. - Present all options neutrally, don't recommend one over another. - Keep the tone calm and matter-of-fact, not apologetic or alarmed. </constraints> <format> A set of talking points organized as: Opening line, The number, The cause, The options, ready to use on a call or adapt into an email. </format>

You are a wedding planner following up with a couple after their wedding. <context> The wedding wrapped successfully a week ago and you want to thank the couple personally and ask for a review while the experience is still fresh. </context> <inputs> - Couple names: [Maria & James] - A specific highlight from their day: [the surprise acoustic set during cocktail hour that James arranged] - Where you'd like the review: [Google and The Knot] - Anything else to offer: [a printed thank-you card template they can use for their own guests] </inputs> <task> Write a warm, specific thank-you email that references the actual highlight from their day, then makes a clear, low-friction ask for a review with direct links. </task> <constraints> - Reference the specific highlight in the first two sentences, not generic praise. - Make the review ask exactly one sentence with both platform names, not a long pitch. - Keep total length under 150 words. </constraints> <format> A ready-to-send email with subject line. </format>

You are a wedding planner communicating a backup weather plan to a nervous couple. <context> The forecast is showing a chance of rain for an outdoor ceremony 5 days out, and the couple needs to understand the backup plan and the decision deadline clearly. </context> <inputs> - Current forecast: [40% chance of rain] - Backup plan: [move ceremony under the venue's covered pavilion, 100 chairs fit comfortably, reception unaffected] - Decision deadline: [final call made 24 hours before, by 4:00 PM the day before] - Who makes the final call: [planner and couple together, venue needs 12 hours notice to prep the pavilion] </inputs> <task> Write a calm, informative message to the couple explaining the current forecast, the backup plan in concrete terms, and exactly when and how the final call will be made. </task> <constraints> - State the exact decision deadline and time, not "closer to the date." - Describe the backup plan specifically enough that the couple can picture it (seating, capacity, what changes vs. what stays the same). - Keep the tone reassuring, avoid alarming language about the forecast. </constraints> <format> A short message (email or text length) with three parts: current forecast, backup plan, decision timeline. </format>

You are a wedding planner and stylist writing a tablescape concept for a florist and rental company to execute. <context> You need a detailed tablescape description that translates the couple's style brief into exact instructions the florist and rental team can quote and build from. </context> <inputs> - Palette: [terracotta, sage, cream] - Table style: [long farm tables, family-style seating] - Guest count and table count: [120 guests across 10 long tables] - Existing rentals confirmed: [wooden farm tables, cream linen runners] </inputs> <task> Write a tablescape concept describing the centerpiece design (height, flower types, container), place setting details, and runner or linen layering, specific enough for the florist to build a sample and the rental company to quote against. </task> <constraints> - Specify alternating centerpiece heights across the 10 tables (e.g., low and lush vs. tall and airy) rather than one repeated design. - Name at least 5 specific flower or greenery types that suit a fall terracotta and sage palette. - Keep the description concrete enough to quote from, not just moodboard language. </constraints> <format> A one-page concept brief with sections: Centerpiece Design, Place Settings, Linens, ready to send to the florist and rental company. </format>

You are a wedding planner designing the ceremony focal point with a florist. <context> The couple wants a natural-looking ceremony arch that photographs well against the barn venue's wooden backdrop, and you need a concept the florist can price and build. </context> <inputs> - Venue backdrop: [wooden barn exterior, exposed beams] - Palette: [terracotta, sage, cream] - Couple's stated preference: [asymmetrical, not a perfectly symmetrical arch, loose and organic] - Budget ceiling for this item: [$1,200] </inputs> <task> Describe an arch or backdrop concept including structure type, floral coverage approach (full vs. asymmetrical clusters), specific greenery and flower choices, and how it should look in photos against the stated backdrop. </task> <constraints> - Honor the stated asymmetrical preference explicitly in the design, don't default to a symmetrical arch. - Note which elements are the highest cost drivers so the florist can adjust within the stated budget ceiling. - Describe the design in language a photographer could also use to plan their shot. </constraints> <format> A short design concept with sections: Structure, Floral Approach, Color Detail, Budget Notes. </format>

You are a wedding planner finalizing the reception floor plan and seating chart. <context> The venue's dimensions and the couple's finalized guest list are in, and you need a floor plan and seating assignment that accounts for known family sensitivities. </context> <inputs> - Venue capacity and layout: [barn interior fits 12 tables of 10, dance floor and band on the north end] - Guest count: [120] - Family seating note: [James's divorced parents and their new spouses should not be at adjacent tables] - Head table style: [sweetheart table for the couple only, parents seated with their own guests] </inputs> <task> Build a floor plan description showing table placement relative to the dance floor and band, then a seating chart approach that resolves the stated family sensitivity without singling anyone out. </task> <constraints> - Keep the divorced parents' tables at least one table apart, and note this explicitly in the plan. - Place tables likely to want early access to the dance floor (wedding party, close friends) nearer the floor, not automatically at the head. - Describe the plan in a way that doesn't require the couple to explain the seating logic to guests. </constraints> <format> A written floor plan description plus a table-by-table seating guide (Table number, suggested guests, notes). </format>

You are a wedding planner coordinating a signature cocktail concept with the caterer and bar service. <context> The couple wants two signature cocktails that reflect their story and pair with the fall menu, and you need a concept to hand to the bar service. </context> <inputs> - Couple's story detail: [they met at a bourbon tasting] - Season and palette: [fall, terracotta and sage tones] - Menu highlights: [family-style short rib and roasted root vegetables] - Bar budget note: [keep both cocktails using ingredients the bar already stocks for a full open bar] </inputs> <task> Create two named signature cocktails (one bourbon-based reflecting their story, one lighter option) with full ingredient lists, garnish, and a one-line description for the menu card, explaining how each pairs with the stated food. </task> <constraints> - The bourbon-based cocktail must be named after something specific to the couple's story, not a generic wedding pun. - List exact ingredient measurements so the bar service can batch it. - Keep ingredients realistic for a standard open bar setup, not exotic items requiring special sourcing. </constraints> <format> Two cocktail cards, each with name, ingredients with measurements, garnish, and a one-line menu description. </format>

You are a wedding planner drafting website copy for a couple's wedding website. <context> The couple needs their wedding website filled in with real content covering the schedule, travel info, and FAQs for guests, and they haven't had time to write it themselves. </context> <inputs> - Couple names and date: [Maria Chen & James Whitfield, October 17, 2026] - Venue and address: [The Hollow Barn, Asheville, NC] - Schedule to publish: [ceremony 4:00 PM, cocktail hour 4:30 PM, reception 6:00 PM to 11:00 PM] - Guest logistics: [hotel block at the Aloft Asheville, shuttle departs the hotel at 3:00 PM, no kids policy] </inputs> <task> Draft website copy for four sections: Our Story (short, 3 to 4 sentences), Schedule, Travel & Accommodations, and FAQ (at least 4 questions including the no-kids policy stated clearly but kindly). </task> <constraints> - State the no-kids policy directly in the FAQ, don't make guests infer it. - Keep Our Story warm but brief, no more than 80 words. - Include the shuttle time and hotel name in Travel & Accommodations explicitly. </constraints> <format> Website copy organized under four labeled section headers, ready to paste into a wedding website builder. </format>

You are the owner of a wedding planning business writing a proposal for a prospective client. <context> A couple had a discovery call and you need to send a formal proposal outlining your packages so they can decide and sign within the week. </context> <inputs> - Business name: [Ever After Weddings Co.] - Packages offered: [Day-Of Coordination $1,800, Partial Planning $3,500, Full Planning $6,000] - Couple's stated needs from the call: [engaged 14 months out, want help from vendor selection through the wedding day, feeling overwhelmed by choices] - Add-ons available: [rehearsal dinner coordination $500, honeymoon planning $300] </inputs> <task> Write a proposal that recommends one specific package based on the couple's stated needs, explains why, lists what's included, and presents the two add-ons as optional upgrades with pricing. </task> <constraints> - Recommend exactly one package as the primary fit, don't present all three as equally suitable. - Justify the recommendation using the couple's own stated needs from the call. - List all pricing in a clear table, not buried in paragraph text. </constraints> <format> A client-facing proposal document with a recommendation paragraph, an inclusions list, and a pricing table. </format>

You are the marketing lead for a wedding planning business building a content calendar. <context> Wedding season is approaching and you need a month of Instagram content that showcases past weddings and attracts new engaged couples. </context> <inputs> - Business name: [Ever After Weddings Co.] - Content available: [photos from 3 recent real weddings, a behind-the-scenes video from a venue walkthrough, client testimonials] - Posting frequency: [4 posts per week for 4 weeks] - Target audience: [recently engaged couples in the Asheville area, budget-conscious but detail-oriented] </inputs> <task> Build a 4-week content calendar with post date, content type, caption draft, and one relevant hashtag set per post, mixing real wedding features, behind-the-scenes content, and testimonials. </task> <constraints> - Don't repeat the same content type two posts in a row. - Write each caption specific to the described content (e.g., reference the actual venue walkthrough), not generic captions that could apply to any post. - Include a call to action in at least half the captions (book a call, visit the website, save this post). </constraints> <format> A calendar table with columns: Date, Content Type, Caption, Hashtags. </format>

You are the owner of a wedding planning business building referral relationships with local vendors. <context> You want to build a referral relationship with a venue that regularly hosts weddings without an in-house planner, so their clients get referred to you. </context> <inputs> - Business name: [Ever After Weddings Co.] - Target vendor: [The Hollow Barn, a venue without an in-house planner] - What you're offering: [a referral arrangement, plus offering to be the venue's go-to recommended planner list] - Proof points: [3 successful weddings coordinated at similar barn venues, positive reviews] </inputs> <task> Write an outreach email proposing a referral relationship, stating what's in it for the venue, and suggesting a specific low-commitment next step (a 20-minute call). </task> <constraints> - State the ask (referral relationship) in the first two sentences, don't bury it in a long introduction. - Include the specific proof points, not generic claims of experience. - End with one specific, low-friction next step and a suggested time window. </constraints> <format> A ready-to-send outreach email with subject line. </format>

You are the owner of a wedding planning business collecting a testimonial and building a case study from a recent client. <context> A wedding you planned went especially well and you want to turn it into both a short testimonial quote and a longer case study for your website. </context> <inputs> - Couple names: [Maria & James] - Standout details from the wedding: [tight 12-month timeline, blended-family seating handled smoothly, band surprise cocktail-hour set] - Where the testimonial will be used: [homepage quote and a full case study page] - Business name: [Ever After Weddings Co.] </inputs> <task> Write a short request message asking the couple for a testimonial with 2 specific guiding questions, then draft a case study outline (Challenge, Approach, Result) based on the standout details provided, ready to fill in once their quote comes back. </task> <constraints> - The guiding questions must be specific enough to produce a usable quote, not "how was your experience." - The case study outline must reference the actual standout details given, not generic wedding language. - Leave a clearly marked placeholder for the couple's actual quote once received. </constraints> <format> A short testimonial request message, followed by a case study outline with Challenge, Approach, and Result sections. </format>

You are the owner of a wedding planning business planning marketing for the off-season. <context> Booking inquiries drop off in the winter months and you need a plan to keep the pipeline full until spring engagement season picks back up. </context> <inputs> - Business name: [Ever After Weddings Co.] - Slow months: [December through February] - Assets available: [a backlog of unpublished real wedding photos, past client testimonials, no paid ad budget currently] - Goal: [5 new discovery calls booked per month during the slow season] </inputs> <task> Build a 3-month marketing plan using only organic channels that ties specific weekly actions to the stated goal of 5 discovery calls per month. </task> <constraints> - Use only free or organic tactics, since there's no ad budget stated. - Tie at least one weekly action directly to using the existing unpublished photo backlog. - State a measurable weekly action, not a vague "post more content" instruction. </constraints> <format> A 3-month plan broken into weekly actions, organized in a table with columns: Week, Action, Channel, Goal Metric. </format>